Republic’of the Philippines: NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE OFFICE OF THE CHIEF, PNP Camp 8Gen Rafael T Crame, Quezon City MEMORANDUM CIRCULAR far 052019 NO. 2019-013 GUIDELINES FOR THE STANDARD PREPARATION OF COMMUNICATIONS 1 REFERENCES: a. PNPMC No. 2017-015 dated February 21, 2017 entitled, “Revised Doctrine on PNP Issuances"; b. Memorandum from TCDS dated November 16, 2016 with subject Reiteration of the Guidelines for the Standard Preparation of Communications; ¢. Memorandum from TCDS dated April 1, 2016 with subject: Reiteration of the Guidelines for the Standard Preparation of Communications; d. PNPMC 2014-049 dated December 01, 2014 entitled, “Institutionalizing Completed Staff Work in the PNP”, @. Memorandum from TCDS dated October 3, 2014 with subject: Guidelines in the Use of Command Memorandum Circular (CMC) and the PNP Memorandum Circular (PNPMC); f. Memorandum from TCDS dated April 1, 2014 with the subject: Reiteration of the Guidelines for the Standard Preparation of Communications; g. Memorandum from TCDS dated August 16, 2012 with subject: Revised Guidelines for the Standard Preparation of Communications; h. Memorandum from TCDS dated February 16, 2011, with subject: Distribution in the Communication by Offices/Units in the PNP: and i. Memorandum from TCDS dated November 5, 2010, with subject: Reiteration on the Policy on Delayed Communications/Memoranda and Complete Staff Work (CSW). 2. RATIONALE: ‘This Memorandum Circular (MC) provides the guidelines to be followed by all Philippine National Police (PNP) Offices/Units in the standard preparation of communications. Page 1 of 113. SITUATION: It has been observed that despite numerous directives on the preparation of communications, still many offices/units commit the following mistakes: a. Wrong format of the letter head, addressee portion, especially on letters for the President, SILG or Chairman, NAPOLCOM, and other government officials; b. Incomplete staff work; ©. Inappropriate complimentary endings; d. Lack of appropriate tabs for enclosures/attachments; . Wrong spacing and margins; Typographical and grammatical errors; 9. Wrong font and font size; h. Dirty printing; and i. Use of sliding/plastic folder. 4, PURPOSE: This MC intends to provide guidelines as well as timely revisions to the existing customary preparation of communications in order to harmonize all document lay-outs/templates into a single standard and ensure that all PNP offices/units observe a unified communications format from top level management down to the lowest rank, 5. DEFINITION OF TERMS: For purposes of this MC, the following terms or words and phrases shall mean or be understood as follows: a. Command Memorandum Circular (CMC) ~ issued when an activity is to be initiated and completed within a specific period. It sets guidelines for tasked offices/units and usually issued as an administrative instruction covering a particular activity. It is temporary in nature and covers a specific duration based on the activity, event, and project to be undertaken. It is numbered consecutively by calendar year. The issuing authority is the Command Group, Directorial Staff (D-Staff), and/or Directors of National Support Units (D, NSUs), with the Chief, PNP (CPNP) as the approving authority. The control number for CMCs is issued by the Directorate for Operations; b. Communications ~ is a process in writing by which information is exchanged between individuals for expressing ideas effectively: Page 2 of 11. Complete Staff Work (CSW) ~ is a staff officer's analysis of a problem, to include consideration of all feasible courses of action and solution Presented in a finished form that the headichief of office/unit can approve or disapprove as a completed action; Copy Furnished — is a derivative from the term, Carbon Copy, meaning to provide an exact copy of the document for the information/acknowledgement/perusal of the target recipients. The list Of recipients is enumerated at the bottom left portion of the communication following the Distribution List by order of hierarchy of rank from highest to lowest; . Documents — refer to any recorded information regardless of its Physical form or characteristics and include, but are not limited to written matter, whether handwritten, printed, or typed; all painted, drawn, or engraved matter, all sound and voice recordings; all printed Photographs and exposed or printed film, still or moving; and all reproductions of the foregoing for whatever purpose; Distribution — when a communication is intended for more than one recipient for action, the FOR/TO (addressee line) is directed as “See Distribution” and the list of recipients (Distribution) is enumerated at the bottom left portion of the communication in order of hierarchy of rank from highest to lowest; Memorandum Circular — issued for purposes of providing Policies/guidelines and specific details of certain rules and regulations which are to be observed by PNP personnel. It has a continuing effect unless rescinded or amended. It is numbered consecutively by calendar year. The issuing authority is the Command Group, D-Staff, Regional Directors of Police Regional Offices (RD, PROs) and/or D, NSUs, with the CPNP as the approving authority. The control number for MCs is issued by the Directorate for Human Resource and Doctrine Development through the PNP Command Library; ‘Standard Operating Procedures/Staff Directives — are established or Prescribed methods to be followed routinely for the performance of designated operations or in designated situations to be observed by PNP personnel exclusive to an office/unit. The issuing authority is the D-Staff, PROs and/or NSUs, with the Head of Office/Unit as the approving authority. The control number for SOPs is issued by the issuing Office/Unit copy fumished the CPNP through the Command Group and the PNP Command Library; PRIORITY Communications — are communications that set a deadline for immediate action to be complied within 72 hours upon receipVissuance and/or upon expressed instructions from the Command Group, the Secretary of the Interior and Local Government (SILG), and the President; Page 3 of 11